Canadian Evaluation Society. Request for Proposal. Intermediate-Level. Professional Learning Program. (Stage Two)

Transcription

1 Canadian Evaluation Society Request for Proposal Intermediate-Level Professional Learning Program (Stage Two) Instructional Designer/Project Manager July 31, 2015

2 2 1.0 Background The delivery of quality professional development training opportunities is a main service offering of the Canadian Evaluation Society (CES) to its members and represents a core revenue stream for the national Society and its 11 Chapters across Canada. In February 2015, the CES awarded an Intermediate Professional Learning - Stage One contract for the design of a plan of seven new intermediate-level 1 courses 2 to supplement the existing trio of National courses. 3 CES wishes to expand its professional learning courses to include a combination of face-to-face and online, e-learning, or blended courses. The purpose of this effort is to provide better service to CES members across Canada by increasing access to intermediate learning at affordable prices and reducing participant and instructor travel costs. Under the terms of the Stage One contract, the contractor: conducted an environmental scan on existent evaluation courses in focus areas identified by the CES 2013 survey on professional learning; reviewed the results of the 2013 CES survey on professional learning; consulted subject matter experts (SMEs); examined methods of e-learning and online learning; prepared a report outlining the content of seven courses; 1 For the purposes of this project, the term intermediate-level training has been defined as (a) providing in-depth information and hands-on learning and (b) requiring some basic knowledge of the specific content area as a pre-requisite but not in-depth knowledge or skills. Intermediate-level training should focus on knowledge or skills that build on basics.. 2 The term courses is used to indicate learning opportunities of half a day to two days (e.g., face-to-face or online workshops) that do not carry university or college credit but which designed to support evaluators in developing competencies at the intermediate level. 3 The introductory Essential Skills Series (2014) and the Intermediate Logic Models workshop (v. 2012) and the Survey Methods course (2012). At present, the CES-sanctioned courses are coordinated and delivered face-to-face by CES chapters across Canada. The chapters engage qualified instructors who are familiar with the materials to provide training for registered participants. CES receives a fee per workshop, collected by the local chapter, in exchange for the provision of the course materials in electronic form and certificates of completion following the delivery of the course(s).

3 3 made recommendations for seven new online 4 or face-to-face courses; and presented a two-year timeline for its implementation ( ). An abridged version of the Stage One report is attached as Appendix A. The new courses are intended to support evaluators in their ongoing professional learning. The learning objectives are based on competencies identified by the CES Professional Designation Program (PDP) under five categories: (a) Reflective Practice, (b) Technical Competence, (c) Situational Practice, (d) Management Practice, and (e) Interpersonal Practice. These competencies are described in The Canadian Evaluation Society s Competencies for Canadian Evaluation Practice (Apr. 16, 2010) The development of these courses is intended to be implemented with the support and oversight of an Instructional Designer/Project Manager (ID/PM). The professional services of the ID/PM will be overseen by the Professional Learning Committee (PLC) of the CES Board of Directors, with a direct report to the Chair of the PLC Chair or a PLC member designated by the Chair of the PLC. 5 This Request for Proposal (RFP) provides the terms of reference for the position of the ID/PM who will be expected to provide project management services, instructional design support, and technical assistance for SME contractors engaged to develop seven individual courses under separate RFPs. These SME contractors may have limited knowledge of the principles of instructional design and/or the development of online learning courses. It is expected that four courses will be ready by April 30, 2016 and the remaining three by March 31, 2017: 4 The term online is used to indicate that the course can be delivered, completely or in part, using an online or electronic medium such as Citrix Webinar, Moodle, Blackboard, Desire to Learn, Velsoft, or other platform. 5 The CES is a not-for-profit organization, which is structured as a virtual model which is overseen by a national Board of Directors, supported by an administrative Secretariat in Ontario and managed by a parttime Executive Director in British Columbia. A network of Professional Development representatives from each CES Chapter collaborates with the CES Professional Learning Committee for planning and delivery of courses.

4 4 Fall 2015 April 30, 2016 Evaluability Assessment 3 hours, online learning Data Quality Assurance 3 hours, online learning Quantitative Approaches for Evaluation 2 days, in person Evaluation Theories and Models 6 hours, online learning (e.g., 4 sessions of 90 mins. each) July 2016 March 31, 2017 Ethics for Evaluators 1 day online learning Economic Evaluation 2 days in-person learning Systematic Qualitative Analysis & Reporting for Evaluators 2 days in-person The CES Board anticipates undertaking the translation of each course in French following its development, pilot test, and completion in English. However, the translation of the courses is not included in the scope of this project. Neither is the actual writing of the courses. 2.0 Purpose and Objectives The purpose of this RFP is to solicit proposals for contracted assistance with Stage Two, the design of seven new courses on behalf of the CES. This assistance will take the form of support for the course development contractors in the three areas of instructional design, the online learning platform (to be selected in consultation with the successful bidder), and the management of the course development project. The overarching goal of this contract is to ensure the production of seven new, well-designed courses (four by April 30, 2016 and three more by March 31, 2017) based the content guidelines included in the Phase One consultant s report (Appendix A) using a combination of face-to-face instruction and a consistent online learning platform. 2.1 Scope of the Work and Deliverables Figure 1 presents a relationship model illustrating the context for the role of ID/PM within the Stage Two course development project.

5 5 Figure 1. CES Intermediate-Level Professional Learning Program (Stage Two) Concept Plan. Designated CES Professional Learning Committee Liaison provides oversight for the ID/PM on behalf of the CES One (1) ID/PM, accountable to the CES Board via the designated Professional Learning Committee liaison, trains & coaches SME course developers and manages the project workplan. Seven (7) SME course developers each develop one course in consultation with the ID/PM and a 2- person content advisory panel and is accountable to the CES via the ID/PM. 7 New Courses The project requires the contractor to perform the tasks and submit deliverables as shown in Table 1.

6 6 Table 1. Tasks and Deliverables. Item Tasks Deliverables 1. Plan and manage the project for the delivery of four new courses by April 30, Plan and manage the project for the delivery of three additional new courses by March 31, Become conversant with the selected online course delivery platform in order to provide support to course developers.. 3. Engage in Skype, telephone and/or communication at least once a month per course during the term of the contract to provide progress reports to the CES through a designated member of the Professional Learning Committee (PLC) 4. Liaise with developers of seven courses to review lesson plans, provide coaching regarding instructional design and program delivery platform, and troubleshoot on behalf of the CES to ensure delivery of the courses by the course developers as per their contracts. Detailed work plan due within four weeks of the award of the contract with any subsequent revisions subject to the approval of the designated CES liaison. Report readiness to proceed with the selected platform. Progress reports Provision of draft course material for review by the project authority one month before each set of final course material is due. 4.1 One complete set of course materials, in electronic form, for the pilot test of each of the first four courses due by Feb. 28, Four complete sets course materials, in electronic form, incorporating pilotbased revisions due by Apr.30, One complete set of course materials, in electronic form, for the pilot test of each of the final three courses due by Jan. 31, 2017 Est. Hours 18hrs 16 hrs 34 hrs 104 hrs 78 hrs 4.4 Three complete sets of course materials, in electronic form, incorporating pilot-based revisions due

7 7 5. Prepare a final report on the implementation process including lessons learned and recommendations for future course development. Approximate Total Hours 3.0 Submission of Proposals by Mar.31, Report of five to seven pages to be delivered by April 10, hrs. 258 hrs An electronic copy of the proposal must be submitted to the CES Executive Director at rebecca_mellett@evaluationcanada.ca by 5PM EDT on Mon. Aug. 24, Acceptable formats for the electronic version are *pdf, *doc or *docx. 3.1 Length Proposals should not exceed 10 pages, single-spaced with 1-inch margins and 12-point font (excluding any references and appendices). 3.2 Identification of Bidders In the event that a team submits a bid, one individual must be identified as the principal bidder on behalf of the bid. All further communication with CES regarding the proposal and the contract, if awarded, will be via this individual. Further, if a proposal is submitted by more than one person, all participating individuals must be clearly identified in the bid proposal and a short Curriculum Vitae (CV) must be included for each person named. Bids must identify the academic and/or practical qualifications, competencies, and experience of the bidder(s) as they relate to the identified scope of the project. The names and contact information of three references on behalf of the principal bidder must be provided. Please note that CES may contact some, none, or all references as it determines appropriate. 3.3 Eligibility of Bidders This RFP is open to all bidders who meet the bid requirements indicated in this document with the following exception affecting a company in which a Board member or Board member s spouse, child, or grandchild is an employee or has an ownership interest. In this case, an employee of the company is eligible to respond to contracting opportunities provided that the Board member is not involved in any phase of the contracting process, does not use his/her position to influence a decision in the awarding of the contract, and declares the conflict of interest to the Board prior to the submission of a proposal.

8 Proposal Content Each proposal must address the bidder s Understanding of the role of the Instructional Designer/Project Manager in this project; Understanding of the scope of this project; Training and/or experience in instructional design; Training and/or experience in delivering face-to-face learning modules for professional practitioners at the intermediate level; Training and/or experience in delivering online training, blended, and/or e-learning courses; Preferred program(s) for online training or e-learning programs; Training, experience, and/or knowledge of the field of evaluation; Sensitivity to the Canadian evaluation context; Willingness to obtain training in the online learning program to be chosen for this project (in consultation with the bidder who is awarded this contract); Ability to work with up to seven subject matter experts contracted as course developers for this project Ability to provide mentorship, coaching, and project management support for up to seven subject matter experts contracted as course developers for this project.. Approach to project management Work plan (including timelines, services, associated level of effort, and costs) to complete this project. 3.5 Contingency Plan It is recommended, but not essential, that each proposal include a statement to indicate a contingency plan for fulfilling the expectations of this contract in the event of unanticipated circumstances such as illness, injury, or death that would make it impossible for the course development work to proceed under the management of the qualified contractor. 4.0 Selection Criteria 4.1 Mandatory Requirements Each proposal will be assessed based on the criteria indicated in Table 2 provided that the following criteria are met: Proposal received by 5 PM EDT Mon. Aug. 24, 2015.

9 9 Price at or below $20,000 CAD (exclusive of taxes but inclusive of all expenses). Inclusion of additional items as separately priced bids are acceptable. No travel is expected as part of this contract. English as primary language for this contract. Length and format of proposal as per Section 3.1 of this RFP Identification of each individual if the proposal is submitted on behalf of more than one person. Identification of the principal bidder if the proposal is submitted on behalf of more than one person. 4.2 Evaluation of Proposals A minimum of three members of the CES PLC will form a proposal review committee to evaluate all complete proposals. The proposals will be scored and ranked, independent of the lump sum price. In the event that the highest ranked proposal does not include the lowest lump sum price, the members of the review committee will bring forward a report to the CES Board for a decision based on the comparative rankings of the top three ranked proposals and the lump sum price of each. The CES reserves the right to make an award based directly on the proposals submitted or to negotiate further with one or more bidders. 4.3 Proposal Scoring Each proposal will be assessed based on the criteria indicated in Table 2 provided that the mandatory requirements (section 4.1) are met: Table 2. Proposal Scoring. Criteria Points Detailed project work plan showing evidence of the bidder s understanding of the terms of reference for this work including clear and feasible timelines related to training, consultation, 10 coaching, and communication with PLC and individual contractors. Evidence of training and/or experience in delivering online, blended, and/or e-learning instruction with one or more specified 10 platforms. Evidence of training and/or experience in delivering face-to-face 10 instruction. Evidence of training and/or experience in developing professional 10 learning modules with adult learning strategies. Evidence of training and/or experience in project management, 10

10 10 Criteria Points including work with subject matter experts. Clarity, organization, completeness and professional appearance of the written proposal and any appendices. 10 Evidence of experience working with others in virtual settings 5 Credentialed Evaluator (CE) designation held by the bidder and/or team member(s). 5 Evidence of experience in the field of evaluation practice. 5 Evidence of sensitivity to the Canadian evaluation context. 5 Total Possible Points General Conditions 5.1 Right to Amend RFP The CES reserves the right to amend or supplement the RFP, giving equal information and cooperation by way of issued addendum to all potential bidders through the CES website ( Bidders who have indicated their intent to bid will receive notification of any amendment or supplement. 5.2 Bidder Incurred Costs All costs incurred in the preparation and presentation of proposals in any way whatsoever shall by wholly absorbed by the bidder(s). 5.3 Indemnity The bidder(s) will indemnify and save harmless the CES from and against all claims, demands, losses, damages, costs, and expenses made against or incurred, suffered, sustained, done or omitted by the CES at any time before or following termination of the agreement. 5.4 Acceptance of Proposals The CES is not bound to accept the lowest price or any proposal of those submitted. Proposals will be assessed on the basis of the criteria specified in Section 4.0 above. 5.5 Maximum Funding

11 11 The funding for this project is limited to $20, CA, exclusive of applicable taxes, but inclusive of all expenses. No travel is expected as part of this project. Bids in excess of this amount will be considered non-compliant. The payment schedule is shown in Table. 3. Table 3. Payment Schedule. Year One (55%) Year Two (45%) Invoice Deliverables, in relation to Table 1 6 Amount 15% Completion of initial work plan and contractor training. (1,2) 20% Successful achievement of targeted deadline for sub-contractor development of materials for four courses ready for pilot testing evidenced by delivery of materials. (4.1) 20% Successful achievement of targeted deadline for sub-contractor development of revised materials for four courses based on the pilot presentations. (4.2). 15% Successful achievement of targeted deadline for sub-contractor development of materials for three courses ready for pilot testing evidenced by delivery of materials. (4.3) 15% Successful achievement of targeted deadline for sub-contractor development of revised materials for three courses based on the pilot presentations. (4.4) 20% Delivery of final report. (5) 5.7 Ownership All materials created through this contract shall be the property of the CES and shall not be published or released without the written consent of the CES. 5.8 Termination of Contract This contract is in two phases. A first phase runs from September 2015 to April 30, 2016 and includes the production of a first group of courses. The second phase runs from July 2016 to March The CES will assess the performance of the supplier and the context of the contract toward the end of the first phase; a decision to carry on with phase 2 will be taken on the basis of that analysis. 6 Deliverable 3 will be integrated in the preparation of Deliverables 4 and 5.

12 12 A contract awarded on the basis of a response to this RFP may be terminated by either party with a 30 day notice, with outstanding payments to be negotiated between the contractor and the CES. 6.0 Questions and Inquiries Should prospective bidders have any questions regarding this RFP, they may contact the CES Executive Director in writing prior to 12 Noon EDT on Wed. Aug. 19, 2015 using the following address: rebecca_mellett@evaluationcanada.ca. In the interest of equality of access to information, questions received prior to this deadline time will be distributed with written responses to all bidders who have used the same address to inform the Executive Director of their intent to submit a proposal by 12 Noon EDT on Fri. Aug APPENDIX A Abridged Version of the CES Intermediate-level Professional Learning Program: Stage One Report (May 2015)